Administrative Coordinator Pre-Award Grants

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $23.68 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Working under general direction, the Administrative Coordinator Pre-Award Grants provides essential administrative, financial, and grant support to the Department of Neurosciences. This position serves as the primary point of execution for procurement and pre-award grant activities, ensuring accurate and timely processing of transactions and submissions. The coordinator is a member of a faculty support team that delivers the highest level of customer service to the principal investigator and lab members in support of their research activities.

This position uses independent judgment and problem-solving skills to ensure compliance with sponsor and donor regulations, school and Case Western Reserve University policies, and department procedures. The coordinator supports faculty and administrative staff by managing purchasing, reimbursements, and proposal preparation while maintaining compliance with university and sponsor requirements. This role requires attention to detail, strong organizational skills, and the ability to manage high-volume workflows.

• Provide full administrative support for pre-award activities for ~100 submissions annually, including advising and directing principal investigators in preparing grant proposals and applications; preparing estimated budget expenditures; assembling proposal documents (biosketches, budgets, and supporting materials); formatting applications; and uploading submissions to institutional and sponsor systems. Monitor and verify expenditures; ensure compliance with university and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agencies.
  
  Ensure compliance with university and federal regulations. (30%)
• Process all departmental purchasing, including approving requisitions and orders up to $5,000 for ~18 labs. Track and reconcile expenses and maintain accurate financial records. Process reimbursements, travel expenses, and honoraria, ensuring compliance with university policies. Maintain documentation for all financial transactions and grants. (30%)
• Provide general administrative support to the department, including maintaining department files, including confidential documents, shared files, and documentation systems. Assist with scheduling and communications. Support operational workflows and maintain high-quality records. Support audits and special projects as assigned. (15%)
• Organize and coordinate departmental events, including retreats, symposia, and guest speaker seminars. Manage requisitions, room reservations, itinerary preparation, logistics planning, scheduling, flyer circulation, catering, registrations, and travel arrangements. Ensure seamless coordination between departments and institutes to maintain an efficient workflow. Provide cross-coverage support for educational events as needed. (10%)
• Assist with facilities-related activities, including supporting maintenance coordination, equipment tracking, and space updates. (10%)

• Communicate any changes to policies and procedures to appropriate staff to ensure implementation. (2%)
• Assist with clerical updates to the department website and display screens. (2%)
• Perform other duties as assigned. (1%)

Department…